Privacy Policy

Effective Date: July 2026

Last Updated: July 2026

1. Introduction

Welcome to EduPilot School Management System ("EduPilot", "we", "our", or "us").

EduPilot is a cloud-based School Management System (SaaS) designed to help educational institutions digitize and simplify school administration. Our platform enables schools to manage admissions, student records, academics, examinations, attendance, finance, payroll, communication, transport, library services, and school operations from a single secure platform.

As part of our services, EduPilot also provides schools with professional websites, online admission portals, parent and student portals, teacher portals, mobile applications, and other digital solutions that improve communication between schools, parents, students, and staff.

This Privacy Policy explains how EduPilot collects, uses, stores, protects, and processes personal information when:

• • • • • • A school registers and uses EduPilot.
          • Parents, students, teachers, administrators, or staff access the platform.
          • Visitors browse our website.
          • Prospective schools request demonstrations or contact us.
          • Users access any website provided through EduPilot.

We are committed to protecting the privacy and security of all personal information entrusted to us.

This Privacy Policy has been prepared in accordance with the Kenya Data Protection Act, 2019, its accompanying Regulations, and internationally recognized data protection principles.

By accessing or using EduPilot, you acknowledge that you have read and understood this Privacy Policy.

2. About EduPilot

EduPilot provides cloud-based software and digital services including, but not limited to:

• • • • • • Student Information Management
          • Online Admissions
          • School Fee Management
          • Attendance Management
          • Examination Management
          • Report Cards
          • Parent Portal
          • Student Portal
          • Teacher Portal
          • Staff Management
          • Payroll
          • Timetable Management
          • Library Management
          • Transport Management
          • Hostel Management (where applicable)
          • School Communication
          • SMS & Email Notifications
          • Mobile Applications
          • Professional School Websites
          • Online Inquiry Forms
          • School News & Events
          • Multi-School SaaS Management

Each subscribing school operates within its own secure environment.

3. Definitions

Throughout this Privacy Policy:

"EduPilot"

Refers to EduPilot School Management System together with its associated websites, mobile applications, APIs, software, services and infrastructure.

"School"

Means any educational institution using EduPilot.

"Administrator"

Means any authorised school administrator with permission to manage school data.

"User"

Means any person accessing EduPilot including:

• • • • • • School Directors
          • Principals
          • Teachers
          • Bursars
          • Staff
          • Students
          • Parents
          • Guardians

"Personal Data"

Means any information relating to an identifiable individual including:

• • • • • • Name
          • Phone Number
          • Email Address
          • National ID
          • Student Admission Number
          • Date of Birth
          • Examination Results
          • Attendance Records
          • Financial Information

and any other information capable of identifying a person.

"Processing"

Includes collecting, storing, recording, organizing, updating, using, transferring, deleting or otherwise handling personal data.

4. Our Role

EduPilot generally acts as a Data Processor.

Each subscribing school acts as the Data Controller for the personal information entered into the platform.

Schools determine:

• • • • • • what information is collected,
          • why it is collected,
          • who can access it,
          • and how it should be used.

EduPilot processes such information only for the purpose of providing the requested services.

For information collected directly through our own website, demonstration requests, marketing campaigns, customer support, and sales enquiries, EduPilot acts as the Data Controller.

5. Scope of this Privacy Policy

This Privacy Policy applies to:

• • • • • • www.edupilote.co.ke
          • demo.edupilote.co.ke
          • School websites hosted by EduPilot
          • EduPilot Mobile Applications
          • Parent Portal
          • Teacher Portal
          • Student Portal
          • School Administrator Portal
          • Customer Support Services
          • Demo Accounts
          • Contact Forms
          • Admission Inquiry Forms
          • Marketing Campaigns
          • Email Communications
          • WhatsApp Support
          • SMS Notifications provided through EduPilot

It applies regardless of whether you access EduPilot using:

• • • • • • Desktop Computer
          • Laptop
          • Tablet
          • Mobile Phone
          • Mobile Application
          • Supported Third-Party Integrations

6. Acceptance of this Privacy Policy

By using EduPilot, registering an account, submitting information through our website, or using any service provided by EduPilot, you agree to the collection, processing, and use of your information as described in this Privacy Policy.

Schools are responsible for ensuring they have obtained any necessary permissions or lawful basis to collect and submit personal data relating to students, parents, guardians, teachers, and staff.

If you do not agree with this Privacy Policy, you should not use EduPilot or any of our services.

7. Information We Collect

To provide our services effectively, EduPilot collects different categories of information depending on how you interact with our platform. The information collected may be provided directly by schools or users, collected automatically through system usage, or obtained through authorized third-party integrations.

7.1 School Information

When a school registers with EduPilot, we may collect:

• • • • • • School Name
          • School Code
          • School Registration Number (where applicable)
          • School Type
          • Curriculum (CBC, 8-4-4, Cambridge, IGCSE, etc.)
          • Physical Address
          • Postal Address
          • County and Country
          • School Email Address
          • School Telephone Number
          • School Logo
          • School Website Information
          • Domain Name (where applicable)
          • School Branding Materials
          • School Banking Details (where required)
          • Subscription Information

7.2 School Administrator Information

When creating a school account, we collect information about authorized administrators, including:

• • • • • • Full Name
          • Email Address
          • Phone Number
          • Job Title
          • Username
          • Encrypted Password
          • Profile Photo (optional)

Administrators are responsible for managing users and information within their respective schools.

7.3 Student Information

Schools may upload and manage student information through EduPilot.

This information may include:

• • • • • • Full Name
          • Admission Number
          • Student Photograph
          • Date of Birth
          • Gender
          • Class
          • Stream
          • House
          • Nationality
          • Religion (if provided by the school)
          • Parent or Guardian Details
          • Medical Notes
          • Allergies
          • Academic Records
          • Examination Results
          • Attendance Records
          • Discipline Records
          • Fee Records
          • Library Records
          • Transport Information
          • Hostel Information (where applicable)
          • Student Documents uploaded by the school

Student information is processed only on behalf of the school.

7.4 Parent and Guardian Information

Schools may store:

• • • • • • Parent/Guardian Name
          • Phone Number
          • Email Address
          • Physical Address
          • Relationship to Student
          • Occupation (optional)

This information enables communication regarding:

• • • • • • Admissions
          • Fees
          • Attendance
          • Academic Progress
          • School Announcements
          • Examination Results